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Organising your company documents

A useful document collection tells your team what each file is, where it came from and when to use it. Start with the company and procedure it belongs to.

5 min read

Company documents include official records, supporting evidence, working drafts and receipts. They serve different purposes. Organise them so your team can distinguish an issued result from preparation, find the relevant file and check whether it is suitable for the next action.

Who does what

  • Your team

    Adds files, checks their contents and identifies the company or procedure they belong to.

  • Motaded Platform

    Provides a workspace for organising documents within supported company workflows.

  • Document issuer

    Creates the original document and determines its official content.

  • Receiving authority or service

    Specifies which documents and formats are accepted for a particular procedure.

In what order

  1. Confirm the company and purpose

    Identify the legal entity and the work the document supports. Check this before adding the file to a company record or application.

  2. Identify the document type

    Determine whether it is an official record, supporting evidence, a working draft or a receipt. Do not group them together as interchangeable proof.

  3. Check the file itself

    Open the document and confirm that it is readable, complete and associated with the correct company or person.

  4. Record its source and relevant dates

    Keep the issuer, document date and any stated validity information clear, using the supported fields or your team’s naming convention.

  5. Keep it with the relevant work

    Where supported, associate the file with the company or request it belongs to. Otherwise, use a clear description that preserves the context.

  6. Review before using it in an application

    Check that the file meets the selected procedure’s requirements. Uploading it to the workspace does not submit it to an authority.

  7. Preserve the submitted and issued records

    Keep the version actually used in a request and any resulting official document distinguishable from later working copies.

Working vs official records

A working document

  • May be incomplete or awaiting review
  • Can change during preparation
  • Does not establish an official outcome
  • Should be clearly identified as a draft where relevant

An official or submitted record

  • Represents an issued document or material used in a specific request
  • Has a defined source and context
  • Should remain distinguishable from later edits
  • May still need validity or acceptance checks before reuse

Give each document enough context

  • Company or person

    Identify whom the document concerns.

    Document contents

  • Purpose

    State the procedure or task it supports.

    Your team

  • Source

    Distinguish an authority-issued file from a team-prepared document.

    Issuer / uploader

  • Relevant dates

    Check the issue date, covered period and any stated expiry separately.

    Document contents

  • Working status

    Distinguish draft, reviewed, submitted and issued records where applicable.

    Your workflow / official result

  • Related request

    Retain the reference that explains where the document was used.

    Relevant request

Mistakes to avoid

  • Uploading a file without opening and checking it.
  • Naming every attachment “final”.
  • Treating upload date as issue date or expiry date.
  • Assuming a workspace upload has also been submitted externally.
  • Reusing a document without checking the receiving service’s requirements.
  • Replacing the only copy of a file used in an earlier submission.

FAQ

No. A workspace upload stores the file for use in your work. Official submission is a separate action within the relevant procedure.

Keep documents connected to the work they support

Organise company files and related procedures in Platform, with the context needed for the next action.

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